About The Position
A private employer, a Hedge Fund Manager overseeing multiple businesses and corporate entities across several jurisdictions (UK, UAE, BVI), is seeking a highly educated, organised, discreet, and dependable Executive Assistant/Executive Secretary/Personal Assistant. This role provides direct business and personal support, reporting directly and exclusively to the employer. The focus is on supporting the effective management of business obligations, corporate administration, travel, scheduling, and selected personal matters. This is a full-time remote position, requiring 5 days a week with some flexibility. UAE residency visa sponsorship may be available for a suitable candidate. Speaking Russian is advantageous. The position is to start ASAP.
Requirements
- Previous experience as a Personal Assistant, Executive Assistant, Executive Secretary, or similar role.
- Degree-educated candidate.
- Strong calendar management and meeting coordination experience.
- Experience supporting a senior executive, entrepreneur, investor, family office principal, or business owner.
- Excellent written and spoken English.
- Strong organisational and administrative skills.
- Ability to manage multiple priorities, deadlines, companies, and jurisdictions simultaneously.
- High attention to detail and accuracy.
- Strong proficiency with email, cloud-based document systems, spreadsheets, calendars, videoconferencing platforms, and standard office software.
- Experience handling invoices, expenses, and basic financial administration.
- Ability to work independently in a fully remote environment.
- Flexibility to manage urgent matters and occasional requests outside standard working hours.
- Absolute discretion when handling confidential, financial, corporate, and personal information.
Nice To Haves
- Experience working with hedge funds, investment firms, family offices, financial services businesses, or private investment professionals.
- Familiarity with corporate administration in the UK, UAE, or BVI.
- Experience coordinating with accountants, auditors, lawyers, company formation agents, and corporate service providers.
- Knowledge of VAT, tax, accounting, licence-renewal, and statutory-filing calendars.
- Experience arranging complex international travel.
- Previous exposure to multi-jurisdictional corporate structures.
- Experience working directly for a sole principal or private employer.
- Speaking Russian.
Responsibilities
- Manage the employer’s business and personal calendars.
- Schedule meetings, calls, appointments, and board meetings across multiple time zones.
- Coordinate calendars and administrative obligations across four companies.
- Maintain a central corporate compliance calendar covering company licence renewals, VAT filing deadlines, corporate and personal tax filing deadlines, accounting and audit deadlines, annual returns and statutory filings, board meetings and shareholder meetings, insurance renewals, and banking and regulatory deadlines.
- Coordinate with accountants, tax advisers, lawyers, corporate service providers, banks, and other external professionals.
- Track outstanding actions, documents, approvals, and filing requirements.
- Prepare meeting agendas, organise supporting documents, and record action points where required.
- Monitor important correspondence and ensure time-sensitive matters are escalated promptly.
- Assist with the administration of companies operating across the UK, UAE, BVI, and other jurisdictions.
- Maintain accurate and confidential business records, corporate documents, and filing systems.
- Receive, organise, and track invoices across multiple companies.
- Coordinate invoice approvals and payment schedules.
- Maintain expense records and supporting documentation.
- Prepare expense summaries and reports for the employer and external accountants.
- Monitor recurring payments, subscriptions, professional fees, and company expenses.
- Liaise with bookkeepers and accountants to ensure financial records are complete and submitted on time.
- Assist with basic financial administration without taking responsibility for investment decisions or regulated financial activities.
- Research, plan, and book domestic and international travel.
- Arrange flights, accommodation, ground transportation, visas, and travel documentation.
- Prepare clear travel itineraries and manage last-minute changes.
- Coordinate business and personal travel requirements across multiple countries.
- Track passport, visa, residency, and other travel-document expiry dates.
- Manage bookings in a cost-conscious manner while maintaining the required standard of service and flexibility.
- Manage selected personal appointments, bookings, reminders, and administrative matters.
- Assist with personal travel planning and related logistics.
- Coordinate private appointments, household services, deliveries, and reservations where required.
- Support minor personal tasks that enable the employer to focus on executive, investment, and business responsibilities.
- Maintain strict separation and confidentiality between personal and business matters.
- Handle ad-hoc requests with discretion, efficiency, and sound judgment.
Benefits
- Full-time remote position.
- UAE sponsorship offered by the employer to the right candidate.
- Salary dependent on experience.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
